For a glossary of relevant terms and acronyms, see the PAC Glossary Job Aid.
- Casual Hires
- General Hiring/Reappointments
- Managing Pay
- PAC System
- Performance Management
- Promotions and Transfers
- Submitting TBH/PAFs
- Time & Attendance
- Leaves of Absence
- Completed and signed W-4
- Completed and signed IT 2104 (or IT 2104.1 or IT 2104.E)
- Completed and signed NYS Department of Labor form – Non-exempt/casual employment form combo
- Signed JAC Application
- If new hire/rehire is a non-resident alien:
- Visa Designation
- Tax treaty Claim form 8233 and Statement
- In addition to the above documents, a Form I-9 (link is external) must be completed in I-9 Express by the employee and processed by one of the I-9 Processing Centers prior to submitting the hiring paperwork to HRPC.
- Temporary Full-time – individual is hired onto Columbia University payroll. Position requires a start and end date. Work hours are 35 hours per week. Duration is typically less than 1 year
- Temporary Part-time – individual is hired onto Columbia University payroll. Position requires a start and end date. Work hours are less than 35-hours/week. Duration is typically less than 1 year
- Any employee who was hired by Columbia University prior to November 6, 1986 and has been continuously employed at the University.
- Any employee who has been granted and holds an active federal agency HSPD-12 compliant credential or a U.S. Government security clearance for access to confidential, secret, or top secret information in accordance with the National Industrial Security Program Operating Manual.
- Any employee who may be working under a covered contract, but who normally performs support work, such as indirect or overhead functions, and does not perform any substantial duties applicable to the contract.
Complete an electronic Form I-9. The Form I-9 has two required sections:
- To complete section 1 of the Form I-9, please refer to the Eligiblity To Work: Form I-9 page.
- Section 2 of the Form I-9 must be completed at one of the campus I-9 Centers. They must appear in person, with original documents that verify both their identity and their work authorization. They should bring the required documents (the list of acceptable documents is provided to them at the end of section 1) with them to one of the campus I-9 Centers in order to complete Section 2 of the I-9.
The E-Verify query will be run automatically by the I-9 system once they have completed section 2 of the Form I-9. They will receive the result of the query immediately, while they are in the I-9 Center.
|Employment Authorized with Additional Verification Optional||No||Immediate|
|Initial Verification not Processed||Yes - employee must wait for result||A few minutes|
|Employment Authorized with Additional Verification Automatic||Yes - PAC Service Center will inform department of outcome||3 Government Work Days|
|SSA or DHS Tentative Nonconfirmation||Yes - employee must resolve issue with SSA/DHS||8 Government Work Days to contact agency. 10 GWD total to resolution|
|DHS Verification in Process||Yes - PAC Service Center will inform department of outcome||3 Government Work Days|
Employment Authorized – the employee is authorized to work in the United States. This is the most common initial response received from E-Verify. When this response is received, the employment eligibility process is complete. No further action is required.
Employment Authorized with Additional Verification Optional – the employee is authorized to work in the United States. However, DHS can perform a more in-depth verification on this employee at the request of the employer. Columbia University policy is to not request additional verification once an employment authorized response is received. No further action is required.
Initial Verification not Processed – The I-9 has been completed, but a response has not been received from E-Verify. The system will proved a response within a short period of time. The employee should remain at the I-9 center until the transaction is processed.
Employment Authorized with Additional Verification Automatic – the employee is authorized to work in the United States. However, the DHS will perform a more in-depth verification on this individual. No action is required by the employee. The system status will automatically be updated to DHS verification in process. DHS will respond within 3 government work days. Once the status has been updated by DHS, the PAC Service Center will notify the department and your Departmental Administrator will notify you of the result.
SSA or DHS Tentative Nonconfirmation – the information on the employee’s I-9 did not match the information on file at the Social Security Administration (SSA) or the Department of Homeland Security (DHS). IT DOES NOT MEAN THE EMPLOYEE IS NOT AUTHORIZED TO WORK. The employee may choose to contest (correct the problem) or not contest (forfeit and terminate employment).
DHS Verification in Process – a definitive answer is not yet available. DHS responds to most of these cases within 24 hours, but has up to 3 government business days to respond. Once the status has been updated by DHS, the PAC Service Center will notify the department and your Departmental Administrator will notify you of the result.
Work with the I-9 processor to indicate that they are contesting the results from E-Verify.
Read the information provided to them by the I-9 Center regarding the actions they must take to clear up the discrepancy. This information will include information on how to contact SSA or DHS.
The employee must continue to work. If they are a new hire, they should go ahead and attend orientation, sign up for benefits, obtain the employee ID, etc.
Contact the appropriate office (Social Security Administration or Department of Homeland Security) within 8 government work days.
Once the employee has contacted the appropriate government office, Columbia will receive a response to their employment eligibility within 10 government work days from the initial indication that they were contesting the finding.
The Human Resources Processing Center will notify the department of the final E-Verify result.
Additional Information on E-verify can be found through the U.S. Citizenship and Immigration Services (USCIS) E-Verify website.
- For Morningside/Manhattanville/Lamont new hires, submit the complete new hire paperwork to the HRPC (Human Resources Processing Center) who will assign the temporary SSN .
- For CUMC new hires, submit the complete new hire paperwork to the CUMC-Payroll Office. They will validate the paperwork and contact the HRPC (Human Resources Processing Center) to obtain the temporary SSN and submit the paperwork.
- All Academic personnel (excluding Student Officers and Postdoctoral Fellows)
- Officers of Administration (both regular and temporary)
- Union and Non-Union Support Staff (both regular and temporary)
A: If you transfer departments, your PAC access is automatically removed. This includes transfers between levels 6, 7, and 8 departments within the same home department (e.g., your position is moved from one level 8 department to another within the same division). To reinstate your access, please complete a new PAC Security Application requesting the required roles and departments once the transfer has been completed in PAC.
- Simple, clear, easy to use with drop-down menu options
- Online so managers and staff can access anytime, anywhere
- Section for clarifying main job duties and responsibilities
- Section for goal setting for the upcoming performance year
- Choose from a performance attributes library (also known as competencies library) that the University has selected based upon best practices. Therefore, performance can be described in terms of how the job duties and goals were achieved, and not just what was achieved
- Section for developmental planning for staff members for upcoming year
- Sections built in for staff and manager comments throughout the form
- Simplified overall performance rating scale
- School/Department level - What skills, knowledge, abilities or behavioral characteristics are required for success across the entire school or department for the performance year?
- Position Level - What skills, knowledge, abilities or behavioral characteristics are required for success across all Staff members in the same position for the performance year?
- Individual Level - What skills, knowledge, abilities or behavioral characteristics are required for individual staff member success for the performance year?
Promotions and Transfers
Time & Attendance
Absenteeism and Lateness
Consistent with the New York City Earned Sick Time, employees covered by this would be able to use sick days for family illness.
Leaves of Absence
Paid Family Leave
- Regularly work 20 hours or more per week, after 26 consecutive weeks; or
- Regularly work less than 20 hours per week, after 175 days worked.
Paid Family Leave Benefits Phase-In
|Effective Date||Maximum Benefit within 52-Week Period||Paid Family Leave Benefit|
|January 1, 2018||8 Weeks||50% of the employee’s average weekly wage or 50% of the state average weekly wage*, whichever is less|
|January 1, 2019||10 Weeks||55% of the employee’s average weekly wage or 55% of the state average weekly wage*, whichever is less|
|January 1, 2020||10 Weeks||60% of the employee’s average weekly wage or 60% of the state average weekly wage*, whichever is less|
|January 1, 2021||12 Weeks||67% of the employee’s average weekly wage or 67% of the state average weekly wage*, whichever is less|
*The 2018 State Average Weekly Wage is $1,305.92